The PC met monthly from June 2021 through August 2022, excluding December 2021. All meetings were virtual and held via the Zoom platform. Meetings typically involved a combination of full Commission meetings and breakout sessions as indicated based on need. In addition to PC meetings, the Executive Committee held a special meeting on July 1, 2021 with members of the Steering Committee from the original Houston Conference. A summary of meetings is presented below, with approved documents embedded in the relevant section.
6/14/2021: Planning Commission
See above for details from the initial meeting.
7/1/2021: Special Meeting: Executive Committee and Members of the Original Houston Conference Steering Committee
The Executive Committee met with available members of the Houston Conference (HC) Steering Committee to discuss how the original conference could inform the current process. Drs. Linas Bieliauskas, Thomas Hammeke, and Bruce Crosson were present from the original Houston Conference Steering Committee.
- The Mandate of the current PC was reviewed. The reasons for the HC were compared with the current effort.
- Discussion included the overall goals of HC, sponsorship, process of delegate selection, and structure. Essentially, the overall goal was to determine what was needed to become a neuropsychologist and develop a blueprint for that.
- The first half-day of HC was chaotic, mainly because people had different agendas. Understanding these were helpful but multiple agendas had the potential to derail HC goals.
- Recommendations:
- Maintain flexibility while keeping focus on the main goal.
- Provide more organization on the front end, particularly to introduce the goals of the conference. Consider articulating in advance of conference what the goal of the conference is and what end result is sought in terms of a concrete document. Consider using the HC Policy Statement as a template.
- Participants should be well-versed on all relevant documents prior to attendance, including former Houston Conference docs, and those that have been created since related to competencies, diversity, and technology.
- Regarding implementation, the HC Steering Committee met afterwards and fleshed out wording issues and discussed an implementation section. Organizations should have representation on the Steering Committee. We had buy-in from the general field of neuropsychology.
- Regular meetings of neuropsychology organizations are helpful to determine when the next set of issues comes to the forefront to determine the need for a third update.
7/19/2021: Planning Commission
- Documentation of Meetings was discussed, and consensus was reached that Dr. Roper will create minutes of the portions of the meetings in which the entire commission is present as a group.
- After subcommittee breakout sessions, subcommittee chairs reported on activities and brought discussion items to the group.
- DSP discussed ongoing development of diversity criteria for selecting delegates, and indicated that organizations will select some delegates.
- FSL discussed the influences of local institutional support and travel/lodging on conference cost. FSL also discussed the need for an organizational fiscal agent and potential funding sources. Possible conference sites were discussed. Commissions were asked to look into potential conference sites. FSL reported considering a conference timing of September or October 2022.
- CPP discussed possible conference schedule including speakers, background materials, and tracks, estimating a three-to-four-day conference duration.
- No items were presented for a vote.
8/9/2021: Planning Commission
- The Commission met as a group for the majority of the meeting, with subcommittee breakout sessions later in the meeting.
- The FSL subcommittee presented nine potential meeting sites for discussion. Based on discussions and a series of four successive polls of commissioners, choices were narrowed to either UCSD (13 Commissioners) and the University of Minnesota (15 Commissioners). In light of the close vote across the final two sites polled, individuals familiar with each site were asked to provide further information to the FSL subcommittee on costs, resources, and logistics. FSL will propose a final vote on the conference venue at a future meeting.
- Determination of a fiscal agent for the PC and conference. Based on discussions, the leadership of the Asian Neuropsychological Association (ANA) and the Association of Postdoctoral Programs in Clinical Neuropsychology (APPCN) will be asked to serve as a fiscal agent for the PC and conference, with the formal selection to be made by PC vote at a subsequent meeting.
9/13/2021: Planning Commission
- Most of the PC meeting was spent in breakout sessions for subcommittee activities.
- Conference Location (FSL): A price comparison document was distributed to Commissioners comparing UCSD to the University of Minnesota. Details regarding each site were presented and discussed. Commissioners voted by a poll of each site, resulting in a majority for the University of Minnesota (22) over UCSD (8). Minneapolis was selected as the site of the 2022 conference.
- Fiscal Sponsor Designation: The Commission discussed whether to select ANA or APPCN as fiscal agent for the PC and conference. A poll was conducted, and the ANA (22) was selected over APPCN (8) to serve as fiscal agent. The FSL subcommittee will finalize the Fiscal Sponsor Agreement, which will be presented to the Commission for approval either virtually or at the next PC meeting. Need for a Commission Treasurer (FSL): FSL indicated the need for a Commission Treasurer to coordinate distribution of funds as the Commission’s signatory to the Fiscal Sponsor Agreement and presented a motion accordingly. The motion passed by voice vote of the Commission.
- Commission Treasurer Election: Suanne Penna was nominated from the floor as Commission Treasurer, and there were no other nominations. Dr. Penna was approved by voice vote of the Commission. The Commission approved that the Treasurer can seek an administrative assistant to provide technical and clerical support, with projected expense for the assistant to be approved at a future date.
- Invited Speakers for the Conference (CPP): CPP presented a slate of potential conference Speakers. Speakers will be present and serve as content experts through conference to facilitate the process with Delegates and Steering Committee members. The slate is as follows:
Competencies: Brad Roper, Celiane Rey-Casserly, and Amy Heffelfinger.
Diversity: Monica Rivera Mindt, Jennifer Manly, Antonio Puente, Daryl Fujii, and Cristi Salinas.
Technology: Robert Bilder, Justin Miller, William Barr, Munro Cullum, and Laura Germine.
The slate was approved by voice vote of the Commission. CPP will approach the above individuals for participation as invited speakers.
10/18/2021: Planning Commission
- Most of the PC meeting was spent in breakout sessions for subcommittee activities.
- The CPP Subcommittee presented a revised list of speakers for vote of the commission, which later was referred to as the “Content Panel.”
Competencies: Brad Roper, Celiane Rey-Casserly, Amy Heffelfinger, and Paula Shear.
Technology: Robert Bilder, Maureen Schmitter-Edgecombe, Rus Bauer, Thomas Parsons.
Diversity: Monica Rivera Mindt, Jennifer Manly, Antonio Puente, and Daryl Fujii
The revised list was unanimously approved by the Commission.
Note: Prior to the Minnesota Conference, the language used for the Content Panel changed, for example “Content Experts” or “Expert Panel.” The description “Content Panel” was preferred later in the planning process. It is employed throughout this summary, although documents approved at an earlier time may use a different terminology. They all refer to the same group listed above.
Revised delegate application form (DSP): The following application form was distributed to Commissioners before the meeting:
DSP also proposed a sequential application process, first seeking applications from neuropsychology organizations and subsequently ad hoc applications from individuals. DSP also proposed a timeline for applications. Commissioners unanimously voted to approve the content of the application form, the online format of the form, and proposed application deadline dates.
Note: The following clarifications are needed regarding the information obtained from delegate applicants or organizational nominators:
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- A “Prefer not to say” option was added to the following items: #4 (first language), #5 (assessment language proficiency), #7 (primary professional clinical practice areas), #10 (past/present stage of training participation), #11 (training area), #14 (geographic locations), #17 (current disability status), #18 (predominant foci of professional activities), and #19 (activities in the past year).
- In addition to the approved Delegate Application questions which applied to all delegate applicants, those applicants nominated by organizations included the following questions, entered by a representative of the organization (i.e., nominator): name of nominator, nominator’s organization, number of delegate nominees submitted, and nominee’s rank-order position by the organization.
- All delegate applicants were required to provide their name and email address and upload their CV.
- Conference Start Date (FSL): FSL recommended that a start date on or near September 12, 2022 was optimal after consideration of religious observances, conflicts with other conferences, availability of time off, and the most opportune travel dates. A poll was conducting with the following start date with number of votes: Friday, September 9, 2022 (1 vote), Saturday, September 10, 2022 (5 votes), Monday, September 12, 2022 (24 votes). In light of the overwhelming majority of Commissioners voting for Monday, September 12, 2022, that date was selected for the beginning of the conference.
- Number of Delegates: Based on discussions of the Commission, 50-60 delegates were proposed, and a separate 6-member Steering Committee consisting of the Presidents of AACN, ABN, AITCN, APPCN, NAN, and SCN (APA Division 40).
- Logo Contest and Website Design (FSL): FSL proposed that Rob Davis be approached for design of the conference website and that a logo contest be held. The proposal was passed by voice vote.
11/15/2021: Planning Commission
- The meeting began with subcommittee breakout sessions, with DSP members being on hiatus and attending the breakouts for their secondary assignments. Breakouts lasted the majority of the meeting.
- Conference Duration (CPP): CPP proposed that the conference end at 4 PM local time on September 16. The motion was passed, with in favor (21), against (3), abstain (2), and 1 commissioner choosing not to vote.
- Process for submission of organizational delegate nominees (DSP): DSP presented the following motion regarding the process of delegate selection submitted by organizations:
“Organizations will be asked to submit from 3 to 5 delegate nominees in rank order. The Commission will then select two nominees to serve as delegates from each organization. Of note, the Commission will not be bound by the rank order provided by each organization. Nominees not selected as organizational delegates will automatically be moved to the pool of nominees to serve as at-large delegates.”
A poll was conducted, with 26 Commissioners in favor and 1 Commissioner opposed. The process was approved.
- Conference Steering Committee: CPP proposed a conference Steering Committee and after discussion the following motion was presented:
“A conference Steering Committee will be selected by the Commission, whose purpose is to oversee the activities of the conference and monitor progress of achieving its aims. The Steering Committee will consist of seven members, none of whom are voting delegates. Four members include the President (or designee as provided by the organization) of American Board of Clinical Neuropsychology (ABCN), American Board of Professional Neuropsychology (ABN), Association for Internship Training in Clinical Neuropsychology (AITCN), and Association of Postdoctoral Programs in Clinical Neuropsychology (APPCN). Three members will be selected by the Cultural Neuropsychology Council (CNC), at least one with familiarity with training and one with familiarity with board certification. The Treasurer will serve as an ex-officio member of the Steering Committee.”
A poll was conducted, with 25 Commissioners in favor and 1 Commissioner opposed. No Commissioners indicated abstention in the poll, but one Commissioner did not vote. The motion regarding the roll and composition of the Steering Committee was approved.
1/10/2022: Planning Commission
- Most of the PC meeting was spent in breakout sessions for subcommittee activities, followed by a joint PC meeting.
- Contingencies regarding COVID-19 via a virtual conference: Initial discussions took place regarding the potential need to shift to a virtual conference based on COVID-19 status and fiscal implications. Further clarification will be sought.
- Assigning Roles to Delegates (CPP): CPP presented preliminary plans regarding assigned delegate roles, with a pre-conference survey to assist in informing roles.
- Delegate Selection Committee (DSP): DSP presented the membership of the Delegate Selection Committee (DSC) which will review and select a slate of delegates for vote by the PC. The DSC will consist of Planning Commission Members a) whose primary subcommittee membership is in the DSP subcommittee and b) who will not themselves be nominated to serve as organizational delegates nor apply as at-large delegates. The vote results, conducted via Zoom poll, was as follows: 22 voted to approve, 0 voted against 1 abstained from the vote. As such, the motion was approved.
- Delegate Selection Procedures (DSP): DSP presented an outline of procedures for delegate selection. The issue was tabled due to insufficient time for discussion and vote.
2/28/2022: Planning Commission
- Beginning with this meeting, Steering Committee members were invited to attend as guests, if not also on the PC.
- Fundraising Update (FSL): FSL provided an update on donations received to-date. FSL provided feedback to neuropsychology organizations regarding the projected cost of the conference. Funds from individuals will be sought after the organizational deadline of April 15.
- Roles and Responsibilities Document (CPP): A document detailing the roles and responsibilities for Delegates, Content Panel, Steering Committee, and Planning Commission was distributed prior to the meeting. The document was discussed and a vote was conducted. After several minor changes were made to the draft document, a vote was called. Results of the PC vote are as follows: In favor: 32, Against: 0, Abstain: 0. The document was approved and is embedded below:
- Timing of decision for in-person vs. virtual conference (FSL): FSL provided an update on fiscal implications and timing of a shift to a virtual conference based on the COVID-19 pandemic.
- Subcommittee breakouts: CPP and FSL met as one group, and DSP was in the other breakout.
- Delegate Selection Procedures: Procedures for delegate selection were drafted and reviewed by the DSP Committee. The document was presented to the PC after the breakout session for a discussion and vote. The document was reviewed by the PC, with minor corrections made. The resulting document was presented for a vote: In favor: 30, Against: 0, Abstain: 0. The following delegate selection procedures were adopted:
3/28/2022: Planning Commission
- Members of the Steering Committee and Content Panel were invited as guests to the PC meeting.
- Fundraising Update (FSL): FSL provided an update on fundraising.
- Delegate Selection Committee: A preliminary selection of two delegates from each organization has been made. DSC is currently reviewing the pool of at-large delegates, consisting of 47 nominees of organizations who were not selected as organizational delegates and 153 self-nominated delegates. From 15-18 people will be selected from that pool as at-large delegates. The DSC reported that they appear to be on-track to generally meet the diversity metrics that are a part of selection procedures.
- Subcommittee Breakouts: the remainder of the meeting was spent in subcommittee breakout meetings. Guest members of the Steering Committee and Content Panel were invited to join the CPP breakout to discuss draft Objectives for the conference. DSP members not a part of the DSC committee attended the breakout session for their secondary subcommittee assignment.
- Due for the April meeting:
- The DSC will present a slate of conference Delegates for discussion and vote.
- The CPP will present a COI statement for conference participants to the PC for approval.
- CPP and Content Panel will finalize Conference Objectives and meet and meet as needed for conference planning
4/25/2022: Planning Commission
- Fundraising Update (FSL): FSL provided an update on fundraising.
- Conference Objectives (CPP and Content Panel): Conference Objectives document was presented and was a collaborative effort between the CPP subcommittee, steering committee, and Content Panel members. The three parts of the document are the values statement, specific objectives, and ongoing development needs. The CPP desired to have a value statement added to objectives and it is hoped that all members had a chance to review this. Values helps to prepare and inform the objectives. The group revised the wording of some of the objectives; questions about the values statement were clarified. The group also added another bullet to ongoing development section regarding fostering interest in, increasing awareness of, and enhancing and supporting involvement in neuropsychology earlier in the educational trajectory (K-12, undergraduate), particularly for students traditionally not exposed to or excluded from neuropsychology. The Planning Commission members voted to approve the conference objectives document via Zoom Poll and DMs to Dr. Roper from two individuals due to technical difficulties, resulting in 27 in favor, 0 opposed, 0 abstaining. The following Conference Objectives document was approved:
- Delegate Slate (DSC): A proposed slate of delegates was distributed 5 days prior to the meeting, and Commissioners were given an opportunity to voice any objections regarding the length of the review period. There were no objections. The slate consisted of 55 delegates, 36 organizational nominees and the remainder as at-large delegates. Overall characteristics of the overall delegate pool and proposed slate were presented. Discussion included the proportion of delegates who specialize in pediatrics. It was also noted that no trainee delegates were of Black or Latinx background. Dr. Roper informed Commissioners that if they have any significant issue to raise around a selected delegate, they should contact him and the DSP subcommittee co-chairs privately. In discussion, both PC members and members of the Content Panel expressed concerns about the lack of Black and Latinx trainees within the slate of delegates. Different strategies to address this issue were discussed. The Planning Commission voted on the following motion (Planning Commission members who applied to be delegates abstained from the vote):
Motion: Increase the delegate slate to a maximum 57, with the goal of increasing the diversity profile of trainee delegates, particularly Black or Latinx trainees.
The motion was approved on a voice vote. - Conflict of Interest statement (CPP): The proposed conflict of interest was discussed. Questions were raised around how disqualifying conflicts would be handled given that most of the delegates likely have connections to multiple organizations. It was reiterated that the Roles and Responsibilities document affirmed that delegates would be “neuropsychologists and neuropsychology trainees representing the broad interests of the field of neuropsychology” and “are expected to work in the spirit of cooperation for the benefit of the greater whole.” It was noted that a subset of the Steering Committee will review the conflict-of-interest forms and make decisions about the level of conflict of interest. It was noted that a bullet should be added related to financial interests in any corporate entity that might benefit financially from decisions made in the conference. The COI form and process will be addressed in a future Planning Commission meeting.
5/16/2022: Planning Commission
- Fundraising Update (FSL): FSL provided an update on fundraising.
- Delegate Slate (DSC): A revised delegate slate was distributed a week prior to the meeting, which included 56 delegates and five alternates for at-large delegate slots in the event that an-at-large delegate cannot attend. If an organizational delegate cannot attend the conference, that slot will be filled from the organization’s rank-ordered list of nominees. There was a question regarding whether PC members were recused if they are listed as delegates or alternates themselves. Dr. Roper clarified that the vote was for the delegate slate as a whole and not individual members. With no further discussion, the vote on the delegate slate was 26 in favor, 1 opposed, 0 abstained. The motion passed, and the DSC will notify delegate applicants of their status.
- Sponsor Acknowledgements (FSL): A sponsor acknowledgements document was submitted with the emailed agenda items. There was no discussion. A vote was conducted by Zoom poll, with 27 in favor, 0 opposed, 0 abstained. The motion passed. The document is as follows:
- Ending time of Conference (FSL): FSL indicated that if the conference ends late in the day, participants will not be able to fly home and substantial funds will be needed for the additional lodging. After discussion, it was proposed to end the meeting at 12:00 PM local time on September 16, 2022. The motion passed with 25 in favor, 1 opposed, and 1 abstained.
- Add Executive and Fiscal Approval Role to Steering Committee Co-chairs: Dr. Roper indicated the need for the Steering Committee needed to be granted formal authority to make financial and administrative decisions commensurate with their approved role. After discussion, the following motion was put forward:
“Effective May 16, 2022, either of the Steering Committee Co-chairs, or their Steering Committee designee, shall be granted these roles:- Make changes to the conference website and coordinate with the webmaster regarding communications and data gathering.
- Serve as co-signers, along with the Treasurer, of expenses in excess of $1,000.”
The motion was approved by poll: 26 in favor, 0 opposed, and 2 abstained.
- COI policy and declaration form (Steering Committee): The Steering Committee presented a COI policy and declaration form for PC approval. After discussion, the documents embedded below were approved based on a poll with the following results: 26 in favor, 0 oppose, and 0 abstain.
- Planning Commission Meetings in July and August: With the Steering Committee and Content Panels in place, the need for PC meetings in for July and August were discussed. Discussion pertained to the continued role of the PC and the Steering Committee’s roles. It was decided that continuing to meet in light of FSL needs and time reserved for any other potential needs.
- Conference Acronym (Steering Committee): Various acronyms have been in use for the conference, but no specific acronym has been selected. There was general agreement that “MNC” be adopted as the acronym, and the Steering Committee will coordinate its adoption. There was no need for a vote.
- Breakout Sessions: The meeting concluded with breakout sessions involving a delegate selection group, an FSL breakout with liaisons from the Steering Committee, and a third breakout related to the conference schedule/agenda consisting of other Steering Committee members, CPP subcommittee members, and Content Panel members in attendance.
6/13/2022: Planning Commission
- Fundraising Update (FSL): FSL provided an update on fundraising.
- Communication and Coordination: Dr. Roper introduced discussion regarding communication and coordination among various groups. A subset of the Content Panel, named the “Action Potentials” (AP) has been working on the conference schedule and plan regarding competency development. The AP group will keep the Steering Committee updated regarding their progress. The Steering Committee will also distribute their meeting minutes.
- Breakout Sessions:
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- Room 1: CPP Subcommittee Members and Dr. Bauer and Dr. Bilder from the Content Panel.
- Room 2: Attending members of the Delegate Selection Procedures Subcommittee (Dr. Stringer, Dr. Arredondo, Dr. Duggan, Dr, Abrams-Silva, Dr. Kelly) with Dr. Heffelfinger and Dr. Manly from the Content Panel.
- Room 3: Member of the FSL Subcommittee, and Dr. Meyers from the Planning Commission
7/18/2022: Planning Commission
- Fundraising Update (FSL): FSL provided an update on fundraising.
- COVID-19 policy (CPP): CPP indicated the need for more details regarding the COVID-19 policy and expectations of conference participants. There was considerable discussion regarding which tests and types of masks to require. Two votes were conducted:
First Vote: To require a PCR test specifically prior to the meeting
Vote results: 14 in favor, 5 opposed, 2 abstained. The motion passed.
Second vote: A draft statement was presented and it went under considerable editing by the group. The final statement is as follows:- “Given the ongoing COVID-19 pandemic and recent increase in Omicron BA.5 variant and to provide a safe and healthy environment for the conference, all participants (delegates, steering committee, volunteers, and content panelists) are required to submit a negative COVID-19 PCR test prior to arrival on Sunday. The test must be taken within 72 hours of the first conference event on Sunday evening. If a person tests positive, then they should not travel or attend the conference until they test negative. They should also contact the Steering Committee to discuss options.
- Further, all participants must submit proof of full vaccination of 3 or 4 doses (based on CDC guidelines for a participant’s age and health status) or proof of exemption. Daily testing with at home tests will also be required each morning prior to the start of the conference. Attendees will provide their own at home tests. All participants are expected to wear KN-95, or N-95 masks during the conference in the presence of other attendees except while eating/drinking.”
Vote results: 22 in favor, 1 opposed, 0 abstained. The motion passed. - Note: The SC later sought outside consultation regarding the most appropriate policies related to COVID-19, and the PCR testing requirement and KN-95 or N-95 masking requirements were eliminated. These later adjustments were within the SC’s role related to conducting the conference and did not require PC vote.
- Breakout Sessions: The remainder of the meeting was spent in breakout sessions to address remaining issues, including funding/logistics and a review of a proposed conference schedule.
8/15/2022: Planning Commission
- Fundraising Update (FSL): FSL provided a very detailed update on fundraising.
- Conference Schedule (AP Subcommittee and Steering Committee): During this final Planning Commission meeting, input was sought on the most recent draft of the conference schedule that has been drafted by the AP group with feedback from the SC. Each day’s agenda and goals were reviewed.
- Update (Steering Committee): The SC provided an update and conference planning activities, including the following:
- Most delegates and volunteers have participated in orientation sessions to save time during the conference, and more sessions are upcoming.
- Conference volunteers will be local and will primarily serve as scribes and backups for conference delegate breakouts.
- Members of the Steering Committee will serve as observers to conference breakouts.
- Update on progress in obtaining forms from conference participants, including COI Declaration, Code of Conduct, COVID Policy, COVID Attestations, and upload of proof of vaccine or exemption form. Forms have been signed and submitted by all participants.
- Code of Conduct forms have been signed by all but 4 participants.
- Conference Sessions: Robert’s Rules will be followed for discussions and votes as an entire group. Dr. Zach Resch will serve as Parliamentarian and Dr. Bordes Edgar as backup.
- Two Delegates will serve as co-leads of each breakout group.
- Background materials are due to be submitted by each Content Panel subsection (i.e., Competencies, Diversity, and Technology) to the Steering Committee by August 26. Those materials will be sent to Delegates by September 1.
- COVID Procedures and Plans: The use of two “Meeting Owls” has been donated to the conference by two neuropsychology organizations.
- Late cancellations by Delegates: The SC has a list of alternates, both organizational and at-large, some of whom are local to Minneapolis, available with one-week notice.
- Appreciation for Planning Commission members: Dr. Roper expressed appreciation for the many contributions of Planning Commission members. From the Steering Committee, the Planning Commission was made aware that their contributions will be memorialized in proceedings, and Dr. Roper was thanked for serving as PC Chair.